Struggling to write client emails that get quick, positive responses? This post gives you 50 copy‑and‑paste prompts designed to keep messages polite, concise, and action‑oriented—so you reduce back‑and‑forth and move projects forward. You’ll find templates for outreach, follow‑ups, scheduling, proposals, scope changes, payments, feedback, and upsells. Each prompt is built for clarity and a single clear next step. Just paste, customize the bracketed fields, and hit send.
How to use
- Replace placeholders like [client name], [project], [date], [link].
- Keep under 120 words; 1 clear CTA; add subject where noted.
Prompt framework (optional preface)
- “Write a client email in a polite, concise, actionable tone. ≤120 words. Use plain language. Add 1 clear next step. If subject requested, return Subject + Email only.”
Initial outreach (1–5)
1) Subject + Email. Cold intro to [company] about [problem]. One-liner value prop, 1 proof point, 1 CTA for a 15‑min chat. ≤100 words. Polite and direct.
2) Subject + Email. Warm intro via [mutual/contact/event]. Reference [topic], propose quick audit/idea. 1 CTA to pick a slot. ≤110 words.
3) Subject + Email. Re‑engage a past lead from [month/year]. Mention previous context [context], offer updated option [offer]. 1 CTA to reply yes/no.
4) Subject + Email. Introduce service [service] for [industry]. Include 1 short case result [metric]. 1 CTA to review 3‑slide overview [link].
5) Subject + Email. Post‑event follow‑up from [event]. Thank them, share takeaway [insight], attach 1‑pager [link], propose 15‑min call. ≤100 words.
Follow‑ups (6–10)
6) Subject + Email. Friendly bump on [topic]. Summarize ask in one sentence, include link [link]. Offer two times. ≤90 words.
7) Subject + Email. Second follow‑up. Ask if still relevant; offer to close the loop if not. Include 1‑click reply options: “Yes/No/Later”. ≤85 words.
8) Subject + Email. Nudge after demo. Recap 3 benefits as bullets (≤6 words each). CTA: “reply with go/no‑go”. ≤100 words.
9) Subject + Email. Follow‑up with new resource [link]. Frame as helpful, not pushy. CTA: “Should we pause or proceed?” ≤90 words.
10) Subject + Email. Last touch for now. Polite sign‑off, invite them to reach out when timing fits. Add PS with resource [link]. ≤80 words.
Scheduling/confirmations (11–15)
11) Subject + Email. Offer 3 time slots in [timezone]. Provide calendar link [link]. Ask for agenda items. ≤90 words.
12) Subject + Email. Meeting confirmation for [date/time]. Include agenda bullets (3), call link, and attachments list. CTA: “Reply if changes needed.”
13) Subject + Email. Reschedule request with 2 alternatives. Apologize briefly, keep friendly tone. ≤80 words.
14) Subject + Email. Send calendar invite summary: participants, goal, prep list (3 bullets). CTA: confirm.
15) Subject + Email. Pre‑call checklist: access, files, questions. ≤90 words. Include Zoom/Meet link.
Proposal/quote (16–20)
16) Subject + Email. Deliver proposal for [project]. 3 bullets: scope, timeline, price. CTA: “Approve or request edits by [date].” ≤110 words.
17) Subject + Email. Quote options: Good/Better/Best with price ranges. 1 sentence on fit. CTA: pick a path. ≤120 words.
18) Subject + Email. SOW summary: outcomes, milestones, assumptions (3 bullets). Link to full SOW. CTA: confirm or comment.
19) Subject + Email. “Budget‑first” reply: ask for range, constraints, success criteria. Polite and consultative. ≤100 words.
20) Subject + Email. Proposal reminder before expiry [date]. Restate value in 1 line. CTA: approve or extend hold.
Scope/changes (21–25)
21) Subject + Email. Scope clarification: list inclusions/exclusions (3 bullets). Ask to confirm to avoid delay. ≤100 words.
22) Subject + Email. Change request summary: what/why/impact (time + cost). CTA: approve CR or keep original scope.
23) Subject + Email. New requirement triage: must‑have vs nice‑to‑have. Propose phased approach. CTA: choose phase plan.
24) Subject + Email. Risk flagged: [risk]. Mitigation steps (3 bullets). Ask for decision on trade‑off. ≤110 words.
25) Subject + Email. Nice‑to‑have parked: log item, review date, impact if added now. CTA: confirm backlog add.
Delays/apologies (26–30)
26) Subject + Email. Brief apology for delay on [task]. State new ETA, what changed, and 1 preventive step. ≤90 words.
27) Subject + Email. Supply/dependency delay update. New timeline and mitigation (2 options). CTA: pick option.
28) Subject + Email. Quality issue found. Action taken, re‑test plan, timeline. Reassure and invite questions. ≤110 words.
29) Subject + Email. “Early heads‑up” about potential slip. Present buffer plan. CTA: accept plan or adjust scope.
30) Subject + Email. Post‑mortem summary (very brief): cause, fix, prevention. Keep calm, accountable tone. ≤110 words.
Payment/invoices (31–35)
31) Subject + Email. Send invoice #[number] for [amount]. Scope period, due date, payment methods. CTA: confirm receipt. ≤90 words.
32) Subject + Email. Gentle payment reminder (due [date]). Include invoice link, late‑fee policy (if any). Polite tone. ≤85 words.
33) Subject + Email. Past due notice (X days). Offer help if any blockers. Include 2‑step pay instructions. ≤90 words.
34) Subject + Email. Deposit request before kickoff: amount, reason, refund policy summary. CTA: confirm payment plan.
35) Subject + Email. Payment received thank‑you. Next milestone/date. CTA: confirm anything else needed.
Feedback/testimonials (36–40)
36) Subject + Email. Request quick feedback (3 questions). Link to 2‑minute form. CTA: reply or fill form. ≤90 words.
37) Subject + Email. Testimonial ask with draft: provide a 2‑sentence draft they can edit. CTA: approve/edit.
38) Subject + Email. NPS request (0–10) with 1 question: “What’s one thing to improve?” ≤70 words.
39) Subject + Email. Case study permission: outline anonymization and approval steps. CTA: yes/no.
40) Subject + Email. Reference request: ask if they’re open to a short reference call; provide time boundaries. ≤85 words.
Handover/next steps (41–45)
41) Subject + Email. Handover summary: deliverables links, credentials transfer steps, maintenance note. CTA: confirm access. ≤110 words.
42) Subject + Email. Training session follow‑up: recordings, docs, next steps (3 bullets). CTA: book Q&A slot.
43) Subject + Email. Project wrap checklist: backups, renewals, contacts. CTA: confirm completion. ≤100 words.
44) Subject + Email. Post‑launch check‑in at [X days]. Quick health metrics (3). CTA: schedule tune‑up.
45) Subject + Email. Warranty/support window reminder, how to request fixes, SLAs. CTA: save this email.
Upsell/check‑ins (46–50)
46) Subject + Email. Quarterly check‑in with 3 quick wins idea list tailored to [their goal]. CTA: pick one to explore.
47) Subject + Email. Low‑cost add‑on suggestion (under [budget]). 1 benefit line, link to 1‑pager. CTA: try/pilot.
48) Subject + Email. Renewal reminder with value recap (metrics). Present 2 renewal options. CTA: choose.
49) Subject + Email. Seasonal opportunity (e.g., Black Friday). 2 ideas, deadline. CTA: decide by [date].
50) Subject + Email. Proactive audit offer (free/mini). Scope in 3 bullets. CTA: reply “audit” to proceed.